General Virtual Assistant (Administrative and Payroll)

Job Summary

We are seeking a highly organized and detail-oriented Virtual Assistant to provide comprehensive administrative support to an Australian-based business. The ideal candidate will have strong experience in documentation, policy development, reporting, payroll processing, and the use of Xero Accounting Software. This role requires excellent communication skills, a proactive mindset, and the ability to manage multiple tasks while maintaining accuracy and confidentiality.

Key Responsibilities

Administrative Support

• Manage and maintain company documents, records, and databases.
• Prepare, format, and organize business documents, forms, and correspondence.
• Maintain accurate filing systems and ensure proper document control.
• Coordinate meetings, appointments, and calendar management.
• Handle email management and administrative requests from management.

Documentation & Policy Development

• Create, review, and update company policies, procedures, and process documentation.
• Develop templates, forms, standard operating procedures (SOPs), and internal guidelines.
• Ensure all documentation is accurate, compliant, and aligned with business requirements.
• Assist in implementing and maintaining document management systems.

Reporting & Data Management

• Prepare weekly, monthly, and ad hoc reports for management.
• Collect, analyze, and present operational and administrative data.
• Monitor key performance metrics and maintain reporting dashboards.
• Ensure accuracy and integrity of company records and reports.

Payroll & Accounts Administration

• Process payroll accurately and on schedule.
• Maintain employee records, leave balances, and payroll documentation.
• Assist with timesheet management and payroll reconciliation.
• Support accounts payable and accounts receivable functions as required.
• Ensure compliance with Australian payroll processes and administrative requirements.

Xero Administration

• Maintain and update financial records in Xero.
• Process invoices, bills, receipts, and expense claims.
• Reconcile bank transactions and assist with bookkeeping tasks.
• Generate financial and payroll reports from Xero.
• Collaborate with management and external accountants when required.

Requirements

• Minimum of 3 years' experience as a Virtual Assistant, Administrative Assistant, Payroll Officer, or similar role.
• Proven experience in documentation management, policy creation, and report preparation.
• Strong working knowledge of Xero Accounting Software.
• Experience processing payroll and maintaining payroll records.
• Familiarity with Australian business practices and administration processes is highly preferred.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Excellent written and verbal English communication skills.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with professionalism and discretion.
• Ability to work independently and meet deadlines in a remote environment.

Preferred Qualifications

• Experience supporting Australian businesses or clients.
• Knowledge of Australian payroll and workplace processes.
• Qualification in Business Administration, Accounting, Bookkeeping, Human Resources, or a related field.
• Experience with process improvement, compliance documentation, or business operations support.

Key Competencies

• Organization and time management
• Attention to detail
• Problem-solving skills
• Professional communication
• Confidentiality and integrity
• Process improvement mindset
• Accountability and reliability